Box Advisory Services | Boutique Chartered Accounting Firm in Australia
Before, meeting notes were inconsistent, handwritten, or just missing, making follow-ups slow and stressful.
Now, every client meeting is captured, summarised, and delegated fast, without Davie or his team lifting a pen.
At-a-glance
Meeting volume: 8–10 meetings per day (CEO)
Time to follow-up: 5–10 business days → 1–2 days
Productivity boost: ~2x more meetings per day
Adoption: Rolled out across sales, onboarding, and wider team
Before: What Life Looked Like Pre-Change
Context
Box Advisory Services is a boutique chartered accounting firm based in Australia, serving small businesses from solo founders to international groups with up to ~$20M in turnover. With ~40 team members across accounting, bookkeeping, admin, sales, and onboarding, meetings are central to delivery.
Founder and CEO Davie Mach regularly juggled 8+ client meetings per day while also leading hiring, training, and operations.
Old workflow + tools
Prepped notes manually before meetings with an EA or junior
Took notes by hand or typed into Excel, Evernote, Notes, or OneNote
Reviewed, summarised, and emailed meeting notes after
Shared follow-ups via email manually (sometimes a week or two later)
“Sometimes I’d handwrite everything, then not even understand my own writing. Or I’d lose the paper altogether.”
The pain
Notes were lost, delayed, or unreadable
No standard way to prep, record, or share meetings
Follow-ups took 5–10 business days, sometimes two weeks
Too many meetings needed extra staff just to take notes
Davie had to multitask heavily during client calls
“I was drawing diagrams, advising the client, writing notes—all at the same time. It just wasn’t working.”
The trigger
Box Advisory was growing fast—and Davie couldn’t scale chaos. He needed a system that would:
Make his own time more efficient
Support staff training and delegation
Deliver a better client experience
After researching how sales teams use AI tools for note-taking and follow-ups, he realised it was time to operationalise meetings like any other process.
During: How the Firm Made the Change
What they looked for
Box Advisory wasn’t just shopping for note-taking; it was designing for scale.
Non-negotiables:
Australian English formatting (not Americanised)
Notes that don’t feel AI-written
Tailored to accounting-specific workflows
Cost-effective for a large team
They tested Vinyl, Fathom, and Fireflies. Only Vinyl felt built for accountants.
“The other tools were clearly AI. Clients could tell. With Vinyl, the notes look like we wrote them ourselves.”
Implementation
Davie started solo, testing Vinyl against other tools
Brought in his EA for side-by-side comparison
Rolled out first to the sales and onboarding team
Ran dual systems for a short period to collect team feedback
Full firm-wide rollout followed ~2 months later
Training was minimal as most of the team already knew AI note-takers. Davie handled enablement himself.
The new playbook
Vinyl joins meetings automatically
Notes, summaries, and action points appear post-call
Notes saved by client; sharable across team
Staff no longer need to attend meetings just to take notes
Davie reviews meetings he missed via summary only
Vinyl’s Role
Vinyl didn’t replace Box’s systems; it streamlined them.
By capturing and summarising every meeting in a way that mirrors how accountants work, Vinyl helped the firm reduce rework, standardise communication, and create scalable handoffs.
After: Results + Proof
What Changed (Before → After)
Area | Before | After |
Notes format | Handwritten or app-based | Structured summary via Vinyl |
Time to follow-up | ~5–10 business days | 1–2 days |
Missed notes | Frequent | Rare |
Staff needed in calls | Often 2+ per meeting | 1 (or none) |
Timing based on internal team estimates.
Day-to-day impact
Davie doubled his daily meetings without burnout
Can review meeting summaries instead of attending live
EAs and juniors work from Vinyl notes—no debrief needed
Clients get summaries and action points within 1–2 days
Internal meetings are also recorded for accountability
“I used to need a support person in every meeting. Now? Just Vinyl.” — Davie Mach, CEO, Box Advisory Services
Business impact
Faster response times → happier clients
Reduced load on support staff
Clearer handoffs and delegation
Lower training overhead: new team members learn via past meetings
Scalable system that keeps pace with lead volume
“Vinyl’s not the only reason things work—but it’s a huge part of why we’re running this fast now.”
Bottom Line
Box Advisory didn’t just fix meeting notes—they built a repeatable system for delivering client service at scale.
By ditching handwritten notes and fragmented tools, they removed friction from their busiest workflows. The result? Faster follow-ups, stronger internal alignment, and a better client experience across the board.
For firms juggling growth, team enablement, and daily delivery, Box’s lesson is clear:
Standardise the moments that matter—so you can move faster when it counts.
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"I've been wary of AI notetakers in the past...but Vinyl just gets it. So easy to set up, and the summaries hone in on all the important items. Everything just happens automatically, reducing all the small tasks that quickly add up."
